Version: 1.0
Effective Date: 01 October 2026
Last Updated: 01 October 2026
TeacherEA Holdings Pty Ltd (ABN 48 670 156 359) and its subsidiaries, trading as Acrux Education ("Acrux", "we", "us" or "our"), are committed to protecting the privacy of the people who apply to work with us and who work for us. This Notice explains how we collect, use, disclose and safeguard personal information during recruitment and employment.
1. Scope
This Notice applies to:
job applicants;
current and former employees, contractors, interns and volunteers; and
referees and emergency contacts whose details are provided to us.
It applies wherever we recruit or employ people, including Australia, Malta and other countries where we operate now or in future. The Acrux entity that employs or engages you is responsible for your personal information and may share it with other Acrux entities for the purposes set out in this Notice.
This Notice is separate from our Privacy Policy and from the terms that govern the Acrux platform. Recruitment and employment information is held separately from platform, school and student data.
2. Laws That Apply
We handle recruitment and employment information under the privacy and employment laws of the country where you work or apply, including:
Australia: the Privacy Act 1988 (Cth) and the Australian Privacy Principles, the Fair Work Act 2009 (Cth), and applicable work health and safety, taxation and superannuation laws.
Malta and the European Union: the General Data Protection Regulation (EU) 2016/679 (GDPR), the Maltese Data Protection Act (Cap. 586) and applicable employment laws.
Other countries: the local privacy and employment laws that apply where we employ you.
In Australia, some records of current and former employees are exempt from the Privacy Act. We apply the standards in this Notice to those records regardless.
Where the GDPR applies, we rely on the following lawful bases:
Contract: to take steps before entering into, and to perform, your employment or engagement.
Legal obligation: for tax, social security, right-to-work, health and safety and record-keeping requirements.
Legitimate interests: to run a secure, well-managed business and to establish or defend legal claims, balanced against your rights.
Consent: for optional matters, such as keeping your application on file for future roles. You may withdraw consent at any time.
For special category data, we rely on obligations under employment and social security law, the establishment or defence of legal claims, or your explicit consent.
3. Information We Collect
We collect only the information we need for the purpose at hand. Depending on your role and the stage of the process, this may include:
a. Information You Provide
Name, address, email address, phone number and date of birth
Emergency contact details
CV, cover letter, qualifications, work history and professional registrations
Referee names and contact details
Evidence of your right to work, such as citizenship, residency or visa status and identity documents
Bank account, tax and superannuation or social security details
b. Information We Create or Receive During Recruitment and Employment
Interview notes, assessment results and suitability decisions
Information from referees
Results of police checks, Working with Children Checks and qualification checks
Employment contract, role, remuneration, benefits, leave and hours
Performance, training, development and disciplinary records
Account, access and audit logs from company systems and managed devices
c. Sensitive Information
Health information, such as medical certificates and information about illness, injury or disability relevant to your work or to reasonable adjustments
Criminal record information obtained through screening
Diversity information, such as gender, cultural background and languages spoken, only if you choose to provide it
We collect sensitive information only with your consent or where the law requires or permits it. We do not ask about political opinions, religious beliefs or trade union membership. If you provide union details so that we can make payroll deductions, we use them only for that purpose.
d. How We Collect It
Most information comes directly from you through your application, correspondence, interviews and onboarding forms. We may also collect information, with your knowledge, from referees you nominate, recruitment agencies or job boards you apply through, screening authorities, publicly available professional profiles relevant to the role, and our own systems.
If you give us another person's details, such as a referee or emergency contact, please let them know and refer them to this Notice.
4. How We Use Your Information
We use your information to assess your application and, if you join us, to manage your employment or engagement, including to:
Correspond with you about roles and your application
Assess your skills, experience and suitability
Conduct pre-employment and ongoing screening, including reference, qualification, right-to-work, police and Working with Children Checks. Because our work involves schools and student data, screening is a condition of roles with access to that data
Prepare and administer your employment contract or contractor agreement
Pay you and administer tax, superannuation or social security, leave and benefits
Manage performance, training, development and conduct
Provide accounts and devices, and keep our systems and the data we hold secure
Manage workplace health and safety, including injuries and return to work
Meet our security and compliance obligations, including certifications and school security assessments that require us to confirm staff screening
Produce de-identified internal statistics
Comply with legal obligations and respond to disputes or claims
We do not sell your personal information and do not use it for marketing.
5. Use of AI and Automated Tools
We do not use AI or automated tools to assess applications. A person reviews every application and makes every hiring and employment decision. If this changes, we will update this Notice before doing so.
6. Sharing Your Information
We share your information only where needed for the purposes in this Notice. We may share it with:
Other Acrux entities, where needed to manage recruitment and employment across the group
Third-party service providers that support our payroll, accounting, communication, document storage and IT systems
Recruitment agencies or job boards involved in your application
Screening providers and authorities for police, Working with Children and qualification checks
Your nominated superannuation or pension fund, and tax and social security authorities
Insurers and workers' compensation providers
Our professional advisers and certification auditors, under confidentiality
Schools or education authorities, only to confirm that a staff member with access to student data has passed the required screening — we confirm the outcome, not the underlying record
Legal or regulatory authorities where required by law
All third-party service providers are contractually bound to protect your information and use it only on our instructions.
Cross-border transfers. Because Acrux operates in more than one country, your information may be transferred outside the country where you work or apply. Where information leaves Australia, we take reasonable steps to ensure it is protected to the standard of the Australian Privacy Principles. Where information leaves the European Economic Area, we rely on an adequacy decision or the European Commission's Standard Contractual Clauses. Equivalent safeguards apply in other jurisdictions.
7. How We Store and Protect Your Information
Recruitment and employment records are stored in secure, access-controlled systems, separately from the Acrux platform and student data. Access is limited to people who need it to perform their role. We use appropriate technical and organisational measures, including multi-factor authentication, encryption, centrally managed devices and audit logging.
We retain information only for as long as necessary:
Unsuccessful applications: 4 months after the role is filled, then deleted, unless you agree to us keeping them longer to consider you for future roles
Employee and contractor records: for the duration of your employment or engagement, then for the period required by law (in Australia, a minimum of 7 years)
Screening results: the outcome is kept on file; supporting documents are deleted once verified, unless the law requires otherwise
Health and injury records: for the period required by workers' compensation and health and safety laws
When information is no longer needed, we securely delete or de-identify it.
8. If You Do Not Provide Information
You are not required to provide your information. However, if you do not provide information we need, such as right-to-work evidence or a required screening check, we may be unable to assess your application, offer you a role or continue your engagement. Choosing not to provide optional information, such as diversity information, does not affect your application.
9. Your Rights
Depending on your location, you may have rights to:
Access the personal information we hold about you
Request correction of inaccurate information
Request deletion or restriction of your information
Object to processing
Request a copy of your information in portable form
Withdraw consent where we rely on it
Lodge a complaint with your local privacy regulator
To make a request, contact us at: privacy@acrux.education
Acrux acknowledges privacy requests within 5 business days and provides a substantive response within 30 days, free of charge. We may need to verify your identity first. If the law allows us to decline a request, we will tell you why.
If you are not satisfied with our response, you may contact the privacy regulator in your country — in Australia, the Office of the Australian Information Commissioner; in Malta, the Information and Data Protection Commissioner.
10. Changes to This Notice
We may update this Notice from time to time. The "Last Updated" date at the top of this Notice will reflect any changes. Where changes are material, we will notify current employees and contractors directly.
11. Contact Us
If you have any questions about this Notice or how we handle your personal information, contact our Privacy Officer and Data Protection Officer:
Acrux Education (TeacherEA Holdings Pty Ltd)
Privacy Officer and Data Protection Officer: Leanne Russell
Email: privacy@acrux.education